Description
Data Capture Officer at easyHATCH: (Deadline 31-07-2026)
1. POSITION PARTICULARS Job Title: Data
Capture Officer Reports To: Business Operations Manager Location: easyHATCH
Ltd Hatchery and Farm, Musanze, Rwanda Employment Type: Full-time,
Permanent (subject to probationary period per Contract of Employment) Working
Hours: Normal working hours per the Working Hours Policy; presence
required during core hours (08:00–12:00 and 13:00–17:00, Monday to
Friday) 2. PURPOSE OF THE ROLE
The Data Capture Officer is responsible for the
accurate, complete, and timely entry of easyHATCH Ltd's operational,
production, and administrative data into the Company's record-keeping systems.
The role is the first line of data quality for the business: hatchery
production figures, flock and brooding records, feed and vaccine consumption,
sales and delivery documentation, and customer and outgrower records all pass
through the Data Capture Officer before they inform management decisions,
regulatory reporting to the Rwanda Agriculture and Animal Resources Development
Board (RAB), and financial reconciliation.
The successful candidate will combine fast, accurate
keyboard skills with a disciplined approach to verification, filing, and
confidentiality, and will work closely with hatchery, farm, sales, and finance
staff to resolve discrepancies at source.
3. KEY RESPONSIBILITIES
3.1 DATA ENTRY & RECORDS MANAGEMENT
- Capture
daily hatchery production data — egg settings, candling results, hatch
rates, chick grading, and mortality figures — into the Company's
production records system.
- Enter
flock records, feed consumption, vaccination schedules, and medication
registers from paper source documents submitted by farm and hatchery
supervisors.
- Maintain
up-to-date customer, supplier, and outgrower contact databases.
- File
and archive source documents systematically (physical and electronic) so
that any record can be retrieved on request.
3.2 DATA QUALITY & VERIFICATION
- Check
source documents for completeness, legibility, and authorisation before
capture; return incomplete documents to the originating department for
correction.
- Perform
double-checks and batch totals on captured data; investigate and escalate
discrepancies between source documents and system records.
- Flag
unusual figures (e.g. abnormal mortality, hatch rate deviations, stock
variances) to the Business Operations Manager on the same
working day.
3.3 REPORTING SUPPORT
- Generate
routine daily, weekly and monthly data extracts and summaries for the
Business Operations Manager and the management team.
- Assist
in compiling data required for regulatory and veterinary reporting to RAB
and other authorities.
- Support
month-end processes by ensuring all data for the period is captured,
verified, and closed off by agreed deadlines.
3.4 CONFIDENTIALITY, COMPLIANCE & GENERAL
- Handle
all business, customer, and employee data in strict confidence and in
accordance with the Company's Policies, including the Social Media Policy
and data protection requirements.
- Comply
with all Company Policies, biosecurity procedures when visiting hatchery
or farm areas, and lawful instructions of management.
- Perform
any other reasonable duties consistent with the role as assigned from time
to time, in line with the Contract of Employment.
4. QUALIFICATIONS AND EXPERIENCE
MINIMUM REQUIREMENTS
- Diploma
(A1) or a certificate in Business Administration, Information
Management, Statistics, Accounting, or a related field.
- At
least three (3) years of experience in data entry, records
administration, or a clerical role.
- Demonstrated
proficiency in Microsoft Excel and Word (or equivalent); accurate typing
speed of at least 40 words per minute.
- Fluency
in Kinyarwanda and English, and working proficiency in French is an
added advantage.
PREFERRED / ADVANTAGEOUS
- Experience
in an agribusiness, poultry, FMCG, or production environment.
- Familiarity
with accounting or inventory software or farm management systems.
5. SKILLS AND COMPETENCIES Competency Expected
Standard Accuracy & attention to detail Consistently
low error rate; verifies own work before submission; spots inconsistencies in
source documents. Speed & productivity Meets daily capture
volumes and month-end deadlines without compromising quality. Integrity
& confidentiality Handles sensitive commercial, customer, and
employee data discreetly; never alters records without authorisation. Organisation
& filing Maintains orderly physical and digital filing so records
are retrievable within minutes. Communication Queries
incomplete documents politely and clearly; reports discrepancies promptly and
factually. Teamwork & reliability Punctual and dependable;
supports hatchery, farm, sales and finance colleagues during peak
periods. 6. KEY PERFORMANCE INDICATORS
- Data
capture accuracy rate (target: ≥ 99% of records error-free on audit).
- Timeliness:
daily production data captured by close of the same working day; month-end
data closed off by agreed deadline.
- Discrepancies
flagged and escalated within one working day of detection.
- Document
retrieval: requested records located within 15 minutes.
- Zero
confirmed breaches of confidentiality or unauthorised record alterations.
7. WORKING CONDITIONS
The role is primarily office-based at the Company's premises
in Musanze, with periodic visits to the hatchery and farm sites where
biosecurity protocols (protective clothing, footbaths, and hygiene procedures)
must be observed. Extended periods of screen and keyboard work are required.
Occasional additional hours may be necessary during month-end and peak hatch
cycles, in accordance with the Working Hours Policy and applicable law. This
job description is indicative only and does not constitute an exhaustive
statement of duties; duties may be varied in accordance with the Contract of
Employment.
8. APPLICATION
Send application to careers@easyhatch.rw
Only shortlisted candidates will be contacted.
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